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HOW AND WHEN TO CONDUCT A COMPLIANCE INTERNAL AUDIT

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HOW AND WHEN TO CONDUCT A COMPLIANCE INTERNAL AUDIT HCCA Annual Compliance Institute Sunday, April 19 9:00AM 12:00PM Pali Lipoma Manager Corporate Compliance & Internal Audit MultiCare Health System, Tacoma,
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HOW AND WHEN TO CONDUCT A COMPLIANCE INTERNAL AUDIT HCCA Annual Compliance Institute Sunday, April 19 9:00AM 12:00PM Pali Lipoma Manager Corporate Compliance & Internal Audit MultiCare Health System, Tacoma, WA Lori Laubach Principal, Health Care Industry Group Moss Adams LLP The material appearing in this presentation is for informational purposes only and should not be construed as advice of any kind, including, without limitation, legal, accounting or investment advice. This information is not intended to create, and receipt does not constitute, a legal relationship, including, but not limited to, an accountant-client relationship. Although this information may have been prepared by professionals, it should not be used as a substitute for professional services. If legal, accounting, investment, or other professional services is required, the services of a professional should be sought. 1 TODAY S OBJECTIVE o Different types of compliance audits o Risk assessment process o Overview of audit process o Process for showing the value add of these audits o What do you want to get out of today? INTRODUCTIONS o Us o You! 2 INTRODUCTION TO MHS o Not for Profit Health System located in Tacoma, Washington 5 hospitals 100+ Outpatient/Professional services 10,000+ employees o Corporate Compliance & Internal Audit Dept 5 auditors (2 Internal Auditors, 1 Senior Auditor, 1 Senior Nurse Auditor, 1 IT Auditor) INTRODUCTION TO MOSS ADAMS o o Moss Adams LLP provides accounting, tax, and consulting services to public and private middle market enterprises in many different industries. Founded in 1913 and headquartered in Seattle, Moss Adams has 24 locations in Washington, Oregon, California, Arizona, New Mexico, Kansas, and Texas. o Moss Adams is one of the 15 largest accounting and consulting firms in the United States. 3 BACKGROUND ONE OF THE SEVEN ELEMENTS An ongoing evaluation process is critical to a successful compliance program. The OIG believes that an effective program should incorporate thorough monitoring of its implementation and regular reporting to senior hospital or corporate officers. Compliance reports created by this ongoing monitoring, including reports of suspected noncompliance, should be maintained by the compliance officer and shared with the hospital s senior management and the compliance committee 4 HHS/DOJ HEALTH CARE FRAUD PREVENTION AND ENFORCEMENT ACTION TEAM'S ( HEAT ) Internal Auditing o Perform proactive reviews in coding, contracts & quality of care. o Create an audit plan and re-evaluate it regularly. o Identify your organization s risk areas. Use your networking and compliance resources to get ideas and see what others are doing. o Don t only focus on the money also evaluate what caused the problem. o Create corrective action plans to fix the problem. o Refer to sampling techniques in OIG s Self Disclosure Protocol and in CIAs to get ideas. HHS/DOJ HEALTH CARE FRAUD PREVENTION AND ENFORCEMENT ACTION TEAM'S ( HEAT ) Enforcement of Policies and Procedures and Prompt Response to Compliance Issues o Delegate/empower teams closest to the issues to perform reviews, but be careful of possible conflicts or personal relationships that may interfere with getting an objective review. o Act promptly, and take appropriate corrective action. o Create a system or process to track resolution of complaints. o Enforce your policies consistently through appropriate disciplinary action. https://oig.hhs.gov/compliance/provider-compliancetraining/files/operatinganeffectivecomplianceprogramfinalbr508.pdf https://oig.hhs.gov/compliance/provider-compliancetraining/files/operatinganeffectivecomplianceprogramfinalbr508.pdf 5 RISK ASSESSMENTS RISK ASSESSMENT PROCESS FLOW Communicate Board/ Compliance Committee Identify Risk Evaluate Risk Assessment Broad focus on all types of risks Monitor Controls Assessment Control Activities Establish Priorities Develop Work Plans 6 AHLA & OIG COMPLIANCE GUIDANCE FOR BOARDS o Does the compliance program address the significant risks of the organization? How were those risks determined and how are new compliance risks identified and incorporated into the program? o How is the Board kept apprised of significant regulatory and industry developments affecting the organization s risk? How is the compliance program structured to address such risks? DEFINE RISK ASSESSMENT GOALS Will your risk assessment focus on one area (e.g. Fraud), or combine several (Operational, Strategic, Compliance )? Are your risks and controls commonly named across your organization in order to integrate results? Integration Depth Reach Are you involving a smaller team or many people across the organization? Also, are your participants at one level (e.g. management) or across many levels? Accuracy Speed How quickly are you able to execute the assessment from launch to reports? Do you have responses from the most informed people? Do you have responses from enough people to have an accurate view? 7 RISK ASSESSMENT APPROACH o Determine the scope and preliminary list of compliance risks to be assessed o Identify key compliance risk related data o Finalize set of risks to be assessed o Evaluate control activities and level of risk mitigation o Calculate risk concern level and rank risk areas o Confirm risk evaluation results o Create Action Plan MHS RISK ASSESSMENT o Process Overview Each Department and their key functions are risk assessed based on annual revenue (more revenue generated higher risk) Management Interviews and surveys of risk (this is done as part of our Enterprise Risk Assessment Process) Interviews conducted with Senior Level Management, Legal, Compliance Department Staff and others on an as needed basis. Surveys sent to Director level and above and select staff level personnel 8 SAMPLE RISK RANKING ON $ SURVEY QUESTIONS Enterprise Risks o What do you see as emerging enterprise level risks (i.e., competitive environment, internal changes) that will prevent MultiCare from achieving our strategic objectives? Do you feel that adequate controls or processes are in place to address those risks? o What significant changes in the external environment (i.e., rapid technology change, exchanges/acos, increased consumerism) may pose potential risk to MultiCare? Do you feel that the organization properly positioned to adequately address those risks? See current dashboard and example 2014 healthcare risks on slide 3 Operational Risks o What are your key areas of concern and/or what are the key business processes that clearly need improvement within your department(s) or within the organization as a whole? o Are there risks that result from interdependencies with other parts of MultiCare that you feel have significant impact to your department(s)? General o What areas within the organization do you believe may have significant risk of fraud, waste or abuse? o What keeps you up at night? o Are there key internal control concerns or risks you would like to have CCIA evaluate? 9 INTERVIEW QUESTIONS o Are the top enterprise-level risks (per the MHS 2013/2014 Risk Dashboard below) still representative of the top strategic, operational and technology risk areas for MultiCare? How do you feel our current infrastructure, processes, people and technology are positioned to address these risks? INTERVIEW QUESTIONS o Which of the below topics do you believe is a top risk concern/opportunity that can impact MultiCare s ability to achieve our strategic objectives? Does our current infrastructure, processes, people and technologies positioned us adequately to properly address these risks? Cost structure (3) Disruptive innovation/competition Inability to use data analytics (big data) Engaging consumers in preventative health Pricing transparency (2)*** Population Health management ICD10 Leadership transitions (3) Pricing/Patient choice (2)*** Mobile Health Physician relationships/comp models Organizational culture (1) Quality data reporting Value Based purchasing Uncertainty regarding changes in state/federal regulations Cyber threats ACA requirements Clinical innovation Decreased reimbursement (3) Brand/Reputation protection Failure to comply with regulations Shift in customer preferences or demographics Business interruption from natural or manmade disaster Ability to attract and retain qualified personnel (3) Legend (1) Noted as a Top 5 Risk per Management Survey (2) Noted as a Top 5 Risk per Staff Survey (3) Noted as a Top 5 Risk in both the Management and Staff Surveys *** - tied based on number of responses Care delivery model transformation Impact of an unexpected crisis (lack of preparedness) Managing in uncertainty (2)*** Union activity Losing or failing to receive accreditation HIPAA Privacy or security breach Pandemic infectious disease outbreak ACO development 10 INTERVIEW QUESTIONS o o o o o o Are there other emerging enterprise level risks that you feel may prevent MultiCare from achieving our strategic objectives? Do you feel that adequate controls or processes are in place to address those risks? What are the significant changes in our external or internal environment (people, processes and technology) that could affect our risk profile? What impacts to risk management may result from the recent organizational restructuring? As these changes introduce decentralization in some management practices, how will CEO Council establish a clear view of risk across MultiCare? How would you describe how responsibilities for the management of organizational risk are assigned within MultiCare? Do you believe that management is provided the tools and education necessary to execute those responsibilities? What areas within the organization do you believe may have significant risk of fraud, waste or abuse? What keeps you up at night? RISK ASSESSMENT TOOL 11 WORK PLAN DEVELOPMENT RISK RANKING SCALE SCALE OF 1 (LOW) TO 5 (HIGH) Level I = High Priority (Scores of 4 or 5) Must Do Items Level II = Medium Priority (Score of 3) Should Do Items Level III = Low Priority (Scores of 1 or 2) If Time Permits Items RISK CONCERN LEVELS o Likelihood: Inherent probability of a risk occurring, without considering existing controls. o Impact: The potential significance of a risk, without considering existing controls. o Risk Factor: The estimated percentage of unmitigated risk. 12 CALCULATION OF RISK CONCERN LEVEL (Likelihood) X (Impact) X (Risk Factor) X Confidence Level = Risk Concern Level MAGNITUDE OF IMPACT High Moderate Low Reputation (20%) Systemic loss of public confidence resulting in loss of customers headline news Loss of confidence among large number of customers and a segment of the general public media coverage Loss of confidence among limited number of customers Legal/Regulatory (40%) Major infraction resulting in criminal or civil prosecution significant potential interruption of business Infraction resulting in civil enforcement Minor infraction that is readily remediated with no loss in ability to operate Financial (40%) Significant financial impact Considerable financial impact Minimal financial impact 13 RISK ASSESSMENTS OTHER ORGANIZATIONS Process, Risk No. Area 1 Construction/ Bond Description/Risks Area Risks include: compromised scope, budget or schedule including money spent but building not complete, payments not in compliance with contract terms and conditions, overpayments, changes made without approval, over pricing of change orders, fraud, waste, equipment damages, inadequate commissioning, inadequate payment to subcontractors, delays due to inspections, delays due to equipment arrival, delays due to long lead items, inadequate project documentation, inadequate facility documentation Likelihood of Error or Misstatem ent Occurring 1=low, 5=high Magnitude of Error or Misstateme nt 1=low, 5=high Risk Score Likelihood x Magnitude Actions to Address Risks Continue to follow up on Construction Bond corrective actions and on controls over change orders, management of owner furnished equipment, and competitive bid procedures in Audit Area Objective Conduct a control assessment over the facility contract/competitive bid process for the new hospital, with focus on ownerfurnished items. To address the risks related to large scale construction, test change orders to determine if controls are functioning as management intended. QUESTIONS o How many in the room use an electronic tool for conducting risk assessments? What is it? o Who is involved in conducting the risk assessment? o Who do you interview during the risk assessment? 14 AUDIT PLANS AUDIT PLAN DEVELOPMENT o Based on risk assessment, interviews, industry knowledge, organization risks, etc. o Taken to Compliance Steering Committee and Audit Committee for final approval. o Annual audit plan finalized and quarterly plans developed. 15 AUDIT PLAN Corporate Compliance Work Plan - Resource Hours Estimation (Subject to Change) 2014 Corporate Compliance Audit Work Plan (italicized items are prior year carryovers) Type Q1 Q1 Hours Q2 Q2 Hours Q3 Q3 Hours Q4 Q4 Hours Privacy At least 5 walkthroughs At least 5 At least 5 At least 5 walkthroughs walkthroughs walkthroughs Security McKesson PACS 60 Aria 60 Acuity Plus 60QS 60 Annual HIPAA Security Objectives 80 Facility (Rotation) Laboratories 160 MB Clinics 160 Surgical Services - Supplies Compliance Audits Monitoring ( OIG Work Plan) Anesthesia Services - Payments for Personally Performed Services Replacement Medical Devices 80Sleep Disorder Clinics - High Utilization of Sleep Testing Procedures Medication Management Drug Diversion - Surveillance and Reporting Processes 160 Credentialing/Privilegi ng Services 80 Inpatient Claims for Mechanical Ventilation 240 Risk Assessment Update DME Review of Cardiac Catheterization and Heart Biopsies 120Smart Pumps - Billing and Coding ICD-10 Implementation Follow-up: CC audits with A rated issues addressed in 2012/13 Payment Card Industry (PCI) Payment Card Industry (PCI) Attestation/Validation Q3 Readiness 180 Asssessment (90/60/30) Respiratory Therapy 40 Pyxis Audit 40OB Hospitalists - Facility Billing 60 Payment Card Industry (PCI) Attestation/Validation 120 Payment Card Industry (PCI) Attestation/Validation 120Payment Card Industry (PCI) Attestation/Validation TOTALS TOTAL HOURS - Complia nce 600Audits 2860 QUESTIONS? o How do you ensure management buy in and support of compliance audits? Board Level Executive Level Department Level Clinical Level o Who in your organization reviews and signs off on the audit plan? 16 AUDIT PROCESS AUDITING VERSUS MONITORING o Auditing The process of going back and looking at some thing or some part of an ongoing process that is completed and checking to see whether it was done and, if it was done, was it done correctly. o Monitoring It is the on-going, day-to-day process that ensure that things do get done on time and correctly. 17 AUDITING & MONITORING -HOW? o Use a RISK BASED APPROACH to determine what to audit and monitor. o Develop and implement POLICIES AND PROCEDURES for periodic auditing and monitoring. o Establish MONITORING SYSTEMS focused on prevention, early detection and resolution. o Rotate through specific areas on periodic basis o Operating departments should be doing on-going monitoring of key processes and accounts. MULTICARE S AUDIT PROCESS o Audits are based on: An annual risk assessment Current issues Management requests Regular rotations Industry Guidance Other 18 MULTICARE S AUDIT PROCESS Draft Report Exit Conference Final Report Follow up Observations & Discussions Testing, Interviews & Analysis Direct Management Involvement Preliminary Discussion Entrance Conference Engagement Letter Audit Outline / Scope APPROACH Plan and Confirm Review Desk Materials Interview and Observe Test to Validate Identify Gaps and Opportunities Quality Assurance Confirm and Verify Findings Deliver Report 19 QUESTIONS o What process do you use to conduct audits? o How are audits compared and trended? AUDIT PROGRAM DESIGN What should I plan for? 20 AUDIT PROGRAM DESIGN 1. Define the need 2. Establish your compliance goal / accuracy rate 3. Obtain policies and procedures for area of focus 4. Choose an appropriate sample size 5. Choose who should perform review 6. Request data 7. Prepare the audit report with findings and recommendations 9. Corrective Action Plan (CAP) 10. Ongoing monitoring DEFINE THE NEED o Based identified concerns on reported activity o Identified from monitoring o Random or focused o Document the audit objectives o Define the reporting process of results o How often will the audit be performed? 21 COMPLIANCE GOAL o A policy to define expectations o Define accuracy rate o Determine what will be measured o Define disciplinary or education WHO PERFORMS? o According the Office of Inspector General 's (OIG) auditing standards, evidence gathered by auditors and compliance officers should be sufficient, competent, and relevant. Sufficiency Competency Relevancy 22 REPORTING AND FOLLOW-UP o Draft report with stakeholders o Rebuttals o Final report with recommendations o Follow-up on status of implementation of recommendations/corrective actions o Identify monitoring activities for long term compliance o Establish follow-up reporting timeframes DISCUSSION o How do others track open audit issues? o Do you have a standard process for determining issue remediation deadlines? 23 QUESTIONS o How do you engage management into the audit? o How many have standard audit programs? How are these documented and tracked? o Is there a standard error rate? WHAT SHOULD WE AUDIT? 24 MULTICARE STANDARD AUDITS o HIPAA Security Audits o HIPAA Privacy Audits o Facility/Billing Compliance Audits o Monitoring Audits MULTICARE SECURITY AUDITS o HIPAA Security Focused Based on and I.S. risk assessment completed annually. Ensures that technology systems used are meeting HIPAA Security Standards Objective: to assess the compliance of (system) with the 2005 HIPAA Security Rule, HITECH Act and internal policies and procedures Scope: Focused on the administrative, technical, and physical safeguards as referenced in the HIPAA Security Rule, HITECH Act and internal policies 25 HIPAA Security Audit Steps Test Category Validation Step Management Process Reviewed formal risk assessment performed by IS Security management for systems with electronic Protected Health Information (ephi). Reviewed system activity based on audit logs and access reports. Consulted with department manager, Information Security, and Human Resources regarding security violations and sanctions occurring in the past 12 months to assess employee compliance with IS security guidelines. Clearance and Authorization Reviewed policies and procedures for the authorizing, provisioning and de provisioning, and supervising of appropriate access of ephi to workforce. Workforce Security Tested (SYSTEM) user list against Lawson termination list; reviewed for former employees. Awareness and Reviewed system requirements and capabilities to monitor log in attempts and reported discrepancies. Training Reviewed procedures for creating, changing, and safeguarding passwords. Reviewed application training. Incident Procedures Surveyed employees and manager regarding procedures for education on how to recognize and report suspected or known security incidents. Contingency Plan Reviewed policies and procedures for continuation of critical business processes for protection of the security of ephi while operating in emergency mode. Business Associate Validated existence of current Business Associate Agreement. Contracts Facility Access Observed if employees wore ID badges in the facility. Controls Workstation Evaluated the workstation security and proper disposal of paper PHI. Security Access Controls Reviewed (SYSTEM) application user ID list to ensure that ID s are not shared among workforce. Reviewed application logoff requirements. o HIPAA Privacy Focused To ensure clinical locations are compliant with HIPAA Privacy requirements. Conver
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